Invoices and expenses claims

Invoices

Invoices should be used when you have provided a service to Sharnbrook Mill Theatre. This includes director and musician fees.

There are the following documents available to help you to invoice the Trust should you need them:

• Invoice as Excel spreadsheet
• Invoice as a PDF
• Sample invoice (PDF)

Expenses claims

Expenses claims should be submitted if money is spent on behalf of the Trust with a third party. Claims should be submitted using the expenses claim form (below) with the supporting receipts and approval. Claims should only be used when a direct invoice from the supplier to the Mill for payment cannot be arranged.

• Expenses claim form (if you require this in a different format, please contact us)

If you require any assistance with invoices or expenses claims, please contact us and we will forward your message onto our Treasurer.

Mileage Claim Policy

Members may claim a mileage allowance of 45p per mile when they use their own vehicle for travel on behalf of Sharnbrook Mill Theatre. Claims must be for a minimum of 50 miles for a round trip and are not claimable if the journey is between home or place of work and The Mill or vice versa.

To make a claim, the expense form should show the reason for the trip, the date, departure and destination points, miles travelled and amount claimed. Fuel receipts are not required. Members should ensure that their vehicle insurance covers such use.

Whenever possible, the trip should be pre-approved by the budget holder. In the case of a Show Director who is not a member of the Trust, a member the Production Committee must approve the trip. The cost of the trip will be charged against the appropriate budget. For example, in the case of a trip to collect costumes for a show, the cost will go against the costume budget.